Background

UNDP multi-country office of Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society.

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.

The Human Resources (HR) unit provides stellar support to Country Office (CO) management in ensuring that the office is appropriately staffed with high quality and engaged personnel who receive the guidance, feedback, and development they need to fully contribute to the CO’s agenda and Sustainable Development Goals.  The HR team applies strategic human resource management policies, procedures, programs and solutions – that leverage both technology and analytics – to promote a strong people management culture and high performing, diverse, inclusive and equitable workplace.

Under the overall guidance of the Operations Manager and direct supervision of Human Resources Associate/Lead, the HR Assistant provides HR services to the CO ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented approach in the HR unit consistent with UN/UNDP HR rules, regulations, policies, and procedures.

The HR Assistant works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in GSSC and other UN Agencies to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

Summary of Key Functions:

• Provide administrative support for HR processes and compliance.
• Support HR services for the CO, including recruitment and staffing
• Support staff development and performance management initiatives in the CO
• Support knowledge building and knowledge sharing in the CO .

1. Provide administrative support for HR processes and compliance:

• Assist in HR-related tasks such as data collection, document preparation, and compliance monitoring, as required.
• Support initiatives related to HR records management, including periodic file reviews and document archiving in compliance with UNDP policies.
• Contribute to time-sensitive HR reporting needs, such as assisting in data consolidation for audits or special HR exercises (e.g., workforce analysis, salary surveys, engagement surveys, pulse surveys).
• Provide administrative support for special projects requiring HR input, such as policy updates, and/or reporting requirements.
  Assist in monitoring HR dashboards compliance and trackers to support the corporate requirements including performance management and learning initiatives.

2. Support HR services for the CO, including recruitment and staffing:

• Support in drafting job descriptions and vacancy announcements, compile matrixes, and perform functions of ex-Officio in interview panels for actions delegated to CO.
• Support with the preparation of documentation to submit requests to GSSC for non-delegated actions.
• Assist in updating of positions in ERP (or create positions if delegated) and facilitate association and update of positions to chart fields and labour schedules, in coordination with budget owners.
• Track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through ERP.
• Support the timely contract management actions, in consultation with the direct supervisor.
• Assist in updating of the CO rosters where relevant.
• Provide information for cost-recovery bills in ERP for HR services provided by UNDP to other Agencies.
• Support proper filing system for HR records and documents.
• Provide administrative support to retirees as applicable.
• Provide HR administrative support for the effective implementation of HR services to UNDP and partner agencies and monitor the service level agreement.

3. Support staff development and performance management initiatives in the CO:

• Support learning and development initiatives, such as coordinating logistics for training programs or workshops.
• Assist in compiling and distributing materials for special talent review exercises or staff engagement surveys.
• Support CO-wide Learning plan’s preparation in consultation with the HR Associate and Talent Development Manager.

4. Support knowledge building and knowledge sharing in the CO :

• Contribute to HR knowledge-sharing efforts by assisting in the preparation of materials for new or revised HR policies and guidelines.
• Provide temporary support for onboarding or orientation sessions by assisting in organizing sessions and compiling relevant materials.
• Assist in organizing and documenting knowledge-sharing events such as HR-focused town halls or learning circles.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Human Resources Assistant will be reporting to the Human Resources Associate / Lead in Operations Unit. The Human Resources Assistant will execute the function under the supervision of Human Resources Associate / Lead in Operations unit and work alongside with other team members in the Operations Unit.

The Human Resources Assistant works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in GSSC and other UN Agencies to exchange information and ensure consistent service delivery.

Competencies

1. Core Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

2. Cross Functional and Technical Competencies 

Business Management – Customer Satisfaction/Client Management

•    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
•    Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
•    Ability to anticipate client’s upcoming needs and concerns
Business Management – Operations Management

•     Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
•     Knowledge of relevant concepts and mechanisms
Human Resources – Recruitment Design and Management

•     Knowledge of, ability to design and manage end to end recruitment processes

Human Resources – Assessment and Selection

•     Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

Human Resources – Payroll Management

•     Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports

Human Resources – Performance Management

•     Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations, setting objectives and performance standards; conducting performance related discussions and performance coaching; ability to develop performance management and appraisal processes that minimize biases.

Required Skills and Experience

Education:

• Secondary education (High school diploma) is required.
• Specialized certification in HR is desired.
• A university degree (bachelor´s degree) in Human Resource, Business Administration, Public Administration, Management, or an equivalent field will be given due consideration, but it is not a requirement.

Required Experience, Knowledge and Skills:

• Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant HR and/or administrative experience at the national or international level is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP is required.

Desired Skills:

• Experience in vertical HR processes, including recruitment, contract administration, benefits and entitlements, payroll, and records management.
• Experience in managing HR databases, personnel files, and employee records efficiently while ensuring data confidentiality and compliance with organizational policies.
• Experienced in the knowledge of HR policies, procedures, and best practices, preferably within the UN system, international organizations, or the public sector.

Language Requirements:

• Fluency in English and Bahasa Melayu is required.
• Working knowledge of another UN language is an asset.

Disclaimer:

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.